Skip to main content

Is it possible to set up a meeting type where the host can be changed on individually booked appointments.

Currently all meetings come to me as the host, but I would like to be able to divvy these out to my staff on an adhoc basic depending on the needs of the particular clients meeting booking.

I have tried the round robin booking but it will only allow me to add us both as hosts to ALL scheduled meetings which is not suitable. 

Hey there @Jordy22501 - great question!

So, there is no way to change a host for a booking that’s already been made - meaning you won’t be able to take bookings on your own individual event types and reassign them to team members - but I think there might be some confusion about how Round Robin Event Types work - so let me give you an overview! 

  • A Round Robin event allows for you to assign multiple hosts to an event type so that bookings can the be distributed one at a time to each host in a “round robin” fashion. So, assigning both yourself and another host to a Round Robin event will not result in you both actively being booked each time an invitee books the event type!
  • There are two different ways to have bookings distributed in a Round Robin
    • Availability
    • Equal distribution 

Optimize for availability

When invitees schedule an event set to optimize for availability, they will see the pooled availability of all the assigned team members. If any one team member is available, the corresponding time slot will be offered.

When more than one person is available for a particular time, Calendly assigns the meeting to the team member with the highest priority. You can set individuals' priority by filling in the stars next to their names while editing the event type. If team members have equal priority, the meeting will be assigned to the person who has been scheduled least recently for this event type.
 

Optimize for equal distribution

To have events assigned to team members evenly, optimize for equal distribution. Calendly will monitor how many events are distributed to each individual. If someone has been assigned too many meetings of this type, their availability will be hidden from the scheduling page until others catch up.

When optimizing for equal distribution, some time slots may not be offered if the only available team members have received too many meetings. Using our troubleshooting tool, you can see time slots that have been removed from the scheduling page due to unequal distribution.
 


Calendly will compare the number of meetings assigned to each person in the mutual time they have been assigned to the event type.

You can also reassign bookings to different team members when needed (click here to read more). 

This should really be the answer to your needs, here! 🤗 You can read in more detail about how to best utilize Round Robin scheduling in the below community articles, as well: 

And here is one more help center article that goes into more depth about how distribution of bookings work! 

I hope this helps!